Sometimes, do you struggle to find that one document you need? The explosion in the number of files and documents is a compelling reason to enhance your company’s file management strategy. According to IDC’s estimates, companies and individuals generated a staggering 64.2 trillion gigabytes of data in 2020. Furthermore, the company predicts a 23% compound annual growth rate in data creation from 2020 to 2025. This translates to 1.7MB of new data created every second. Fortunately, there are several effective and efficient steps you can take to enhance file management. Let’s figure out together how to improve business efficiency and how he manages his documents.
Best Document Management Strategies
1. Create a dedicated team
A dedicated team plays a crucial role in identifying and understanding the creation, receipt, preservation, storage, security, and sharing of documents across the organization, irrespective of their size. This team typically comprises department representatives who assess and communicate diverse business requirements to be incorporated into the overall plan.
Certification in enterprise content management or document management concepts is beneficial for some team members. This certification facilitates the development of electronic document management strategies without the need for trial and error from the beginning.
Businesses today can’t afford to overlook the importance of cloud storage. It plays a crucial role in our automated world, offering increased accessibility and saving valuable time. Just imagine the hassle of sifting through a hundred-page document to find a single line, when a computerized version can provide results in minutes using shortcut keys like CTRL + F or Command + F!
Cloud-based document management services not only make information retrieval a breeze but also enable efficient data updates and management. With remote, secure, and accessible data management, working with a cloud-based DMS becomes effortless. Accessing a cloud-based DMS is as simple as having an internet connection, which allows the convenience of creating, accessing, and reviewing contracts with just a few clicks, enhancing contract management efficiency.
3. Implement paperless office practices
To work with documents more efficiently, you need a tool that allows you to easily convert physical documents into digital copies. Yes, we are talking about a document scanner. Needless to say, the scanning app is much more convenient than a stationary document scanner. At the same time, it preserves the formatting even of docs ID and other specific documents. You can use the PDF scanner app for iOS on any iPhone. This means that your employees will always have access to a scanner, even if they are not in the office. For example, at the post office, they can scan a document and send it to a working group. If your goal is file management improvement, then a scanner application is the necessary software to achieve this goal.
4. Determine your goals
To ensure the success of your document management system, you should determine your goals and requirements. Knowing what you want to achieve and why makes it easier to undertake such a project.
Perhaps your organization has experienced unfortunate issues with document management in the past, and you aim to prevent recurrence. Or maybe you desire to allocate more time for your team to focus on essential tasks. Another possibility is enhancing your vendor payment times for early payment discounts. Whatever your motive, identifying the desired results will assist in defining the specific steps needed to reach your goals.
5. Identify document classifications
When creating a DM strategy, it is crucial to identify the document types that your organization primarily utilizes. The team should specify and identify all potential document classifications within the company. The primary objective is to determine the documents that need to be maintained, including reports, budgets, invoices, contracts, and more.
Moreover, the team must enable searching by consistently using attribute values to define the document’s classification, purpose, and status. Additionally, implementing a well-defined document numbering scheme, where specific codes indicate the record’s classification, discipline, and type, will facilitate efficient searches and ensure easy retrieval.
6. Create hierarchical folders
Categorize your files and assign each category to a subfolder. Additionally, create subfolders within those subfolders for different users, document types, and so on. For instance, if you own properties, you can create subfolders for each type such as land, apartments, homes, and office buildings. Within these subfolders, you can further categorize documents based on property types or specific properties.
The establishment of a folder hierarchy facilitates the easy retrieval of individual documents compared to searching through a large collection of loosely related documents in a single folder. Simply navigate through the subfolders until you find the required information.
7. Centralized workspace
A proficient document management service allows you to efficiently control a document throughout its lifecycle. The documents are generally outside the DMS, then they are scanned and placed into the service. Once inside, they become accessible to anyone worldwide, provided they have internet access and your permission to access them.
The document management services function as whiteboards where team members can:
- Jot down and discuss ideas.
- Record and share notes.
- Create plans.
- Work on projects in a single, centralized location. All in one place.
8. Use standardized filenames
Naming your files plays a crucial role in effective file management. When you name your documents, files, and folders accurately and logically, it becomes easy for users to determine the contents of each item while browsing through them.
Any company spends a lot of time working with documents. If you optimize and standardize these processes, you will save time and therefore money. It is wise to reduce the workload where possible and devote time to higher-priority tasks.